Privacy and Cookies Notice
TechPro Events Limited respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you correspond with us, you (or the organisation you represent) purchase our services or products or hire equipment from us, if we purchase services or products from you (or an organisation you work for) or visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
1. Important information and who we are
Purpose of this privacy notice
This privacy and cookies notice aims to give you information on how TechPro Events Limited collects and processes your personal data when you interact or communicate with us, including any data you may provide through our website, when you sign up to our newsletter, when you (or the organisation you work for) purchases our services or products or hire equipment from us or when we purchase services or products from you (or the organisation you work for). It also applies to prospective customers and suppliers. It also provides you with details about the cookies used on our website.
It is important that you read this privacy and cookies notice together with any other privacy notice or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements other notices and privacy policies and is not intended to override them.
TechPro Events Limited is the controller and responsible for your personal data (collectively referred to as "we", "us" or "our" in this privacy notice).
We have appointed a data protection manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights (see section 9 below), please contact the data protection manager using the details set out below.
If you have any questions about this privacy notice or our privacy practices, please contact our data protection manager in the following ways:
Full name of legal entity: TechPro Events Limited
Email address: firstname.lastname@example.org
Postal address: TechPro Events Ltd, Unit D Tame Park, Vanguard, Tamworth, Staffordshire, B77 5DY
Telephone number: 01827 310750
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the privacy notice and your duty to inform us of changes
We keep our privacy and cookies notice under regular review. This version was last updated on 12/04/2019.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control those third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
2. The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
The types of personal data we collect and use (listed below) will depend upon who you are and our relationship with you and whether you are a sole trader or whether you work for a corporation/organisation or whether you are a visitor to our website.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes name(s), title, job title, organisation you work for/represent and workplace location.
- Contact Data includes address(es), email address(es), telephone number(s) and fax number(s).
- Financial Data includes bank account details, VAT number and tax details, invoices, credit notes, credit limits and details of credit checks.
- Transaction Data includes details about payments to and from you and other details of products and services we have purchased from you or you have purchased from us, including correspondence about the same, meeting notes, reports, contracts, schedules, plans, proposals, briefs and budgets.
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
- Usage Data includes information about how you use our website, products and services.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract, and you fail to provide that data when requested, we may not be able to perform the contract (for example, to provide services). In this case, we may have to cancel a service but we will notify you if this is the case at the time.
3. How is your personal data collected?
We use different methods to collect data from and about you including through:
- Direct interactions. You may give us your Identity, Contact, Financial and Transaction Data by filling in forms or by corresponding with us by post, phone, email, in person or otherwise. This includes personal data you provide when you:
- apply for our services;
- offer services to us or if we enquire about your services;
- subscribe to our service or publications;
- request marketing to be sent to you;
- enter a competition, promotion or survey;
- give us feedback; or
- contact or correspond with us.
- Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see section 10 for further details.
- Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
- Identity and Contact Data from the organisation who is our customer or supplier (or prospective customer or supplier).
- Technical Data from the following parties:
- analytics providers such as Google based outside the EU;
- Financial Data from banks who may be based inside or outside of the EU.
- Financial Data from credit reference agencies based inside of EU.
- Identity and Contact Data from publicly available sources such as Companies House, Linkedin, websites (including our customer’s or supplier’s, or prospective customer’s or supplier’s websites).
4. How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Contract Reason. This is where processing your data is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
- Legal Reason. This is where processing your personal data is necessary for compliance with a legal obligation that we are subject to.
- Legitimate Interests Reason. This is where processing your data is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us on the details set out at the beginning of this privacy and cookies notice.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|Purpose/Activity||Lawful basis for processing including basis of legitimate interest|
|To answer enquiries from prospective customers or suppliers.||
Legitimate Interests Reason (to develop our business and to enter into contracts with our customers and suppliers).
|To contact prospective customers who we believe may be interested in our services.||Contract Reason.
Legitimate Interests Reason (to develop our business).
|To contact prospective suppliers whose products/services we are interested in purchasing.||
Legitimate Interests Reason (to develop our business and to ensure we have the resources to run our business effectively).
|To register new customers or suppliers.||
Legitimate Interests Reason (to develop our business and to enter into contracts with our customers and suppliers).
|To process and deliver our customer’s order including:
(a) Manage payments, fees and charges
(b) Provide services and products and/or hire equipment
(c) Collect and recover money owed to us.
Legitimate Interests Reason (to deliver our customer’s orders and to recover debts due to us).
|To place orders with our suppliers, to enter into contracts and to pay them.||
Legitimate Interests Reason (to obtain products/services we need to run our business and to meet our contractual obligations with our suppliers, including to pay them).
|To manage our relationship with our customers which will include:
(a) Notifying them about changes to our terms or privacy and cookies notice
(b) Asking them to leave a review or take a survey
Legal Obligations Reason.
Legitimate Interests Reasons (to keep our records updated and to study how customers use our services).
|To enable you to partake in a prize draw, competition or complete a survey.||
Legitimate Interests Reason (to study how customers use our services, to develop them and grow our business).
|To administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).||
Legitimate Interests Reason (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise).
|To use data analytics to improve our website, services, marketing, customer relationships and experiences.||Legitimate Interests Reason (to define types of customers for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy).|
|To make suggestions and recommendations to customers or prospective customers about services that may be of interest to them.||Legitimate Interests Reason (to develop our services and grow our business).|
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
Promotional offers from us
We may use your Identity, Contact, Transaction Data to form a view on what we think our customers may want or need, or what may be of interest to them. This is how we decide which services and offers may be relevant for our customers (we call this marketing).
You will receive marketing communications from us if we have identified the organisation which you represent as potentially interested in our services, if you have requested information from us or purchased services from us.
You can ask us to stop sending you marketing messages at any time by following the opt-out links or unsubscribe links on any marketing message sent to you or by contacting us at any time on the details set out at the beginning of this privacy and cookies notice.
Where you opt out of or unsubscribe from receiving these marketing messages, this will not apply to messages which we send to you relating to services purchased.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. Disclosures of your personal data
We may share your personal data with the parties set out below for the purposes set out in the table in section 4 above.
- Service providers acting as processors based UK & US who provide IT and system administration services and software providers who provide finance, accounts and marketing solutions and services.
- Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in UK and the European Union who provide consultancy, banking, legal, insurance and accounting services.
- HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom.
- Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy and cookies notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. International transfers
Some of our external third parties are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
- Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
- Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
7. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. Data retention
How long will you use my personal data for?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
Details of retention periods are contained in our retention policy. You can request a copy of this by contacting us on the details set out at the beginning of this privacy and cookies notice.
In some circumstances you can ask us to delete your data: see your legal rights in section 9 below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
9. Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please see the information below to find out more about these rights:
- Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data's accuracy.
- Where our use of the data is unlawful but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us on the details set out at the beginning of this privacy and cookies notice.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
What Are Cookies
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The Cookies We Set
- Forms related cookies
When you submit data to us through a form such as that found on the contact page, cookies may be set to remember your user details for future correspondence.
- Site preferences cookies
In order to provide you with a great experience on this site we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences, we need to set cookies so that this information can be called whenever you interact with a page is affected by your preferences.
Third Party Cookies
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If you would like further information then please contact us:
Phone: +44 (0) 1827 310 750